Data Visualization & Dashboard Projects. Quickstart Guide

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1 Data Visualization & Dashboard Projects Quickstart Guide

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3 Introduction So, you re launching a data visualization and dashboards project? Not to worry, this quick guide will help you understand the best ways to visualize your data, plan your dashboards, & meet your audience s needs. We ve based this content on the extensive experience of Pentaho s custom UI & visualization design team in collaborating with customers on a wide variety of projects. Here s a brief agenda of what we ll cover: Getting Started & Defining the Project The items you need to consider before you start creating analytics project objectives, core KPIs, user needs, data readiness, and more Data Visualization Selection How to identify visualizations that best illustrate different types of metrics, plus useful tips for grouping data by geography, time period, and other categories Dashboard Layout & Design Best practices for placing different metrics and visual analytics on a dashboard for effective presentation to your audience User Interaction What to consider as you look to make your dashboard more engaging for users including dynamic filters, drilldown capabilities, and more Getting Started and Defining the Project Behind every dashboard project is some type of organizational need whether it s as simple as keeping salespeople up-to-date on weekly performance or as sophisticated as providing physicians with better treatment recommendations via predictive modeling. Addressing these needs with concrete measurable objectives provides the necessary framework for delivering the right information to the analytics consumer in the right fashion. If the project goal is to increase customer service efficiency by at least 10%, for example, that specific objective will help shape and prioritize the type of key performance indicators (KPIs) that are presented to the service representatives using the dashboard. But how do you focus in on the correct KPIs to communicate? This requires coordinating with strategic project sponsors that are driving the business initiative, as well as working closely with the intended day-to-day users of the dashboards. Determining the KPIs to show (and executing on the entire project) should be an iterative process where you continuously circle back with those stakeholder groups for feedback. As you decide on your first set of requirements and begin the design process, you should schedule regular update discussions with users & sponsors, continuing these meetings until the final project roll-out. While we won t get into detail on all of the project items that should be addressed, you can use the following checklist to make sure you are considering everything you need to before laying out your visual analytics. PENTAHO 2

4 QUESTION SAMPLE ANSWER What s the organizational need you are trying to address? Understand return on investment (ROI) of different marketing campaigns in order to better allocate budget going forward Have you agreed on objectives with business/executive sponsors? Have you met with your potential dashboard users to understand their needs, preferences and context? What are the main data sources you need to access? Yes, the Marketing VP is a driving sponsor and the whole team knows about the project I ve met with the marketing program managers and gathered requirements, but I still need to meet with our social media and event marketing coordinators Data from a CRM system, marketing automation system, finance databases, and social media accounts Will you be able to receive updated data in the frequency you need it? Yes, this analysis will mostly be on a week-to-week basis, and my information will be refreshed at least every day Is there a measurable goal you want to achieve? Reduce the average marketing spend per qualified lead by at least 10% in the next year What are the core KPIs you want your users to understand? Cost per lead, cost per sales opportunity, return on campaign investment all broken down by marketing channel What s the analytical sophistication of your audience? Medium sophistication they will sometimes want to drill own into the granular information behind the dashboard Is the data integrated, accurate and clean? It will be soon our IT operations team are leveraging a data integration solution to cleanse the data and schedule proper data updates When gathering user requirements, it is important to understand your audience and their level of data fluency. Are they executives looking at the big picture or business analysts who will want to filter & customize the data? Maybe they are customer-facing employees who really just want to see a few key operational numbers with simple recommendations on what actions to take next. Your audience could also be external to your organization, in which case the dashboard theming, branding, & context may need to fit with existing outward facing applications. At the same time, it may help to think of your goal as telling a story with the analytics content, and as such make sure to consider the what, who, when, where, and why of your dashboard project. Overall, it s an exercise in meeting your users needs and creating a good experience for them one that will promote adoption and boost usage of the analytic content. Considering multiple dimensions of your analytics will help with this. As you start to gather requirements, creating sketches of possible visualizations & dashboards with your users will help you begin to determine optimal ways to meet their needs. PENTAHO 3

5 Finally, you ll want to have your data in order before you identify the key metrics to showcase. This means identifying all of the data sources you are using, whether they are relational databases, big data stores, or other information systems. You also need to ensure that your data can be properly integrated and blended together for your project this includes joining data sets and ensuring metadata reflects business rules. At the same time, you need to be sure that the information is clean, accurate, & available in the frequency you need it to be updated (weekly, hourly, real-time, etc). Data Visualization Selection In the large majority of dashboard projects, we ve found that KPIs fall into a handful of core categories, which have specific implications for visual analytics. As such, we ve mapped visualization guidelines and tips to the different varieties of KPIs, along with examples. QUANTITIES You can think of these as your bread & butter counts or measures, such as the number of units sold, time taken to complete an examination, or tons of freight carried by a rail car. Currency, whether Dollars, Euros, Yen or otherwise, is also an example. There are understandably a wide variety of options for visualizing basic quantities. Bar or column charts are a good place to start, where each bar represents a quantity of something (like units sold) for a specific grouping (like product lines). If there are a limited number of groupings, these types of charts provide a visually intuitive way to compare quantities, as represented by length or height. Line graphs are also a good choice if the quantities are tracked over time. Interactions While this section starts out with the basics, it should help guide you as you determine which data visuals are right for you. 1, Simple bar charts are great if the user needs to rapidly compare different quantities. PENTAHO 4

6 If you are more interested in the direct relationship between two different quantities, you will probably want to use some type of scatter plot visualization. When a substantial correlation between the variables exists, a linear pattern will form on the plot. If identifying extreme data points or outliers that don t conform to a normal relationship is important, this could also be a useful way to visualize data for your users. Basic time series graph plotting sales and gross profit over a month. These types of charts give users an intuitive feel for changes over time i.e. growth rates and decline rates. When looking at rates of change for a specific measure over time, it can be useful to simply indicate the rate with clear text near the appropriate series on the chart. Showing a directional arrow icon (up, down, or flat) may also provide the user with a clear sense of the change rate. Scatter plots help show correlation between variables this example shows the relationship between total store sales (vertical) and sales from a specific promotion (horizontal). The colors represent different product types. Displaying a growth rate and icon next to a KPI in this case entrants in a race. We will touch on more options for visualizing basic quantities as we navigate through the other types of KPIs and groupings below. TRENDS & CHANGES OVER TIME Time series data is a deep analytics topic, but the crucial point for most visuals it that it adds a new dimension to the analysis, normally where time is displayed on the horizontal axis of your chart. The more lines or series you add to a line graph, the more difficult it becomes to understand and interpret at a glance. So it s a best practice to keep it to less than 4 series, else you risk confusing your users. PENTAHO 5

7 RELATIVE SHARES AND PROPORTIONS Shares and proportions display a relationship between the parts and the whole, rather than differences over time. Examples here are shares of an investment portfolio allocated to stocks vs. bonds as well as website conversion rates i.e. the portion of people who opened an , clicked it, or didn t open it. If the primary interest is to display the composition of an aggregate quantity at one point in time say the breakdown of the investment portfolio by asset class today then a pie chart would make sense, with slices representing different portions that add to 100%. A unique alternative for showing proportions could also be a radar chart (also known as a spider or web chart). In this visual, the proximity of the data point to a corner indicates the relative importance of that corner, while several webs can be overlaid to illustrate relative results for different periods or other groupings. Indeed each web creates a different shape representing a different scenario to the viewer. Basic pie chart showing proportions of medical patients who spent time in different types of hospital rooms. Pie charts on their own, however, do not convey a tremendous amount of information. If we wanted to show proportions over time, we would use a stacked bar or area chart that can be configured to display total quantities over time broken down by categories in either absolute or percentage terms. Radar chart captures the relative importance of different customer churn drivers for a telecom company both in 2013 and in 2012 in a quickly consumable format. Area chart comparing the uptake over time for different software versions following their initial release. PENTAHO 6

8 RANKED LISTS Presenting a ranked list of the highest or lowest items from a data set is a common dashboard approach. Though not really data visualization, this is a good way to provide the need to know information, assuming there is a way for the user to access greater detail. For instance, a sales management dashboard may include quota attainment for the 5 best and worst performing sales representatives on the team, with the ability to click through to a view that shows all sales reps with a wider array of metrics for each rep. if they are not relevant to the insight you are trying to provide. If overlays are important, give users the option to turn them on or off according to their preferences. In general, you will want to limit the colors, lines, and other detail in your default map view prior to overlaying your specific KPIs on the map (your metrics are what should stand out!). Second, there are different options for coding regions like states, countries, zip codes, etc. For example, you could fill within borders with colors representing additional categories or metrics. Alternatively, you could map specific granular data points and look for clusters and patterns independent of regional totals. Finally, a must-have for geo maps is the ability to zoom in or out to different regions, tracking city vs. state/province vs. country level aggregates in the process. Your users are likely used to navigating a service like Google Maps for their own personal geographical needs so their standard for ease of use will be high. Ranked list of top 10 music tracks by number of streams over a time period. GEOGRAPHY & LOCATION As you might expect, in this type of visual you are looking at data on a map or physical representation of a real location, which gives the user a richer information experience based on known spatial and physical relationships. Location can get fairly complex, but there are a few core concepts to remember. First and foremost, don t be tempted to include overlays like streets, terrain, or traffic Simplified geographic map with no overlays makes it easier to see data points. PENTAHO 7

9 DEALING WITH MULTIPLE DIMENSIONS AT ONCE As you might expect, some of the richest visualizations display more than one type of quantity and one type of grouping in the same space. However, as the variety of information you are trying to communicate increases, so does the risk that your users will miss the point. We ll walk through two types of multi-dimensional visualizations here bubble-scatter charts and heat grids. In a bubble-scatter visualization, the scatter plot discussed earlier is augmented with one or more additional dimensions. First would be the size of the data point (hence the bubble ) where the area of the bubble represents a numeric value associated with that point. This would be followed by color of the data point, to represent another factor. In a heat grid, we can leverage color to convey values or temperatures of data points on a horizontal and vertical access. This type of visual is more appropriate where we expect multiple Y axis values for every X axis value, and thus makes sense for representing values sliced and diced by different general or neutral categories. Put another way, a heat grid can help where a stacked bar chart might fall short rather than trying to display values by size stacked on one another, the size of the data points can be left constant with the colors representing the value scale. That said, the size of a data point could be added in as another dimension in some situations. Bubble-scatter chart showing marketing campaigns by value generated (horizontal) and invested cost (vertical), as well as duration the campaign ran for (bubble size). Heat grid displaying average revenue per user (color scheme) across customers, by both geographic market (vertical) and type of mobile device used (horizontal). PENTAHO 8

10 Dashboard Layout & Design You could have the best data visualizations in the world, but if they aren t organized in a logical and orderly fashion, your dashboard project will miss the mark. While not every dashboard should be designed the same way, there are several guiding principals. As you follow these guidelines, we d suggest sketching out different possible layouts on paper. AMOUNT OF CONTENT You will usually want to include no more than 3-4 actual charts or graphs for your audience. Any more than that, and things will quickly get crowded for the user as you start to add headline metrics, titles, text, and labels. By the same token, limiting the actual number of visualizations will also minimize the amount of scrolling the user will have to do. If you must have more visuals, then make the others accessible via a button click or toggle that replaces the content shown to the user. It is better to have contained groups of information presented to the user at all times than to try to cram every last data point into one screen. Not surprisingly, you should also follow the general rule of placing the most important information at the top of the screen and to the left, as people start reading in this direction at least in English-speaking countries. If you are designing for an audience that reads right to left, layout should be adjusted accordingly. It may be obvious, but you should remember that larger visuals and larger text indicate the relative importance of information as well. You could have the best data visualizations in the world, but if they aren t organized in a logical and orderly fashion, your dashboard project will miss the mark. WHAT GOES WHERE A good general pattern to follow in your layout is to have higher level or headline metrics displayed near the top part of the dashboard sometimes as simple as a few core KPIs in large clear font, perhaps with adjacent spark lines to show trends. Just below should be the data visualizations that show overview data like aggregate KPIs over time. As you move down, more granular visuals should be included for example, if overall customer growth rate is a key metric you highlight near the top of your dashboard, then a breakdown of new customers by segment or demographic that displays actual account names should go further down. PENTAHO 9

11 This telecom dashboard follows best practices by including simply presented aggregate metrics at the top and drill-down visuals beneath. Note also that churn rate and average revenue per user appear first from the left, as they are the most important metrics across the full dashboard. THEMES & FORMATS We couldn t complete our key guidelines on design without discussing theming & formatting. In choosing color schemes for your dashboard, it is crucial to select a palette with good contrast and balance. For instance, avoid reds overlapping with blues or dark grays. As you want to display more and more different groupings in the same data set (high cardinality), you need to use more colors and it thus becomes harder to tell two shades apart. Ways to deal with this include balancing values for hue, saturation, & lightness. Rather than trying to reinvent the wheel, a good place to start might be to look at your organization s current branding for its corporate website and collateral. Following color schemes, font types, and other visual elements will provide you a good template for the content you are producing. Finally, we d note that text such as titles, labels, & user instructions should always be present but not in an overwhelming manner. While it makes sense to illustrate the most important KPIs in large clear text, other types of text should appear more for reference than anything else. PENTAHO 10

12 User Interaction While static visualizations & dashboards have their place, interactive analytics content provides a more engaging experience, providing richer informational context and increasing user adoption and satisfaction with the tools. We ll touch on a few key categories below. FILTERS & SELECTORS Flexibility is key when it comes to filters and selectors. For instance, when providing a time range selector, you d want to provide a balanced mix of pre-formatted date ranges (i.e. this week, this quarter, full year) and a full calendar widget for defining a custom range. Normally, you will want the time selector to drive all relevant metrics and visuals in the dashboard and if it doesn t, you will have to clearly explain this to your users. At the same time, this selector should be placed somewhere near the top-level titles or menus and be clearly labeled but not obtrusive. For time series charts, a dynamic period selector that can be expanded and contracted by clicking and dragging an area of the chart can be an easy way for the user to adjust the timeframe as they see fit. Unobtrusive drop-down selector for time frame with both pre-defined period like last week and a small calendar for ad-hoc date ranges. PENTAHO 11

13 A period selector on an overview time series chart drives the timing of the KPIs displayed below. HOVER & DRILL DOWN INTERACTION Mouse overs and clicks by users can provide great opportunities for interaction. For instance, when the user hovers over an item on the dashboard, such as an interactive menu or a data point on a chart, it can be useful to trigger some sort of highlighting or shading to make that point stand out. At the same time, providing additional information about the data point can be helpful this could be as simple as labeling the precise value of a single data point on a line graph when the user hovers over it. You could also choose to provide tips and hints upon hover as well for example, indicating that certain variables can be sorted. Simple illustration of data point information displayed on hover. PENTAHO 12

14 Allowing users to drill down to more granular underlying information can also be helpful, especially for business analysts and other more sophisticated data consumers. The crucial thing is to remember that the data & context presented upon click must be clearly distinct from the original view. This could either be in the form of a pop-out window that displays the drill down information or a zoom-in from the initial view, depending on your requirements. Once the user has accessed the more granular view, there must be an easy way to return to the original visualization, such as a back button. Finally, users often want to be able to export the dashboard data, most often to Excel, PDF, or CSV format. This is most often enabled by a button or menu for the task. GOING FURTHER We hope this piece has given you some practical tips to enhance the success of your project. As you finalize your designs and move to implementation, remember that the project doesn t end with roll-out to your users. Requirements will continue to change over time and so will your analytics content. As such, it is absolutely critical for you to anticipate the longer-term requirements of your users and other strategic stakeholders inside and outside the organization. You ll also want to make sure that the data & analytics software you use is future-proofed that it allows you to easily customize and iterate on both the end user analytics and the types of data you want to incorporate in your dashboards. PENTAHO 13

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